Audience: Finance, Business Analytics, Reporters, and Management — anyone tracking patient account financial status
What this guide covers
- Why you'd run this report and what you get
- Where to find the Account Balances Report
- Each filter option and what it does
- How to download and use your results
Why run this report
The Account Balances Report gives you a snapshot of your institution's patient account balances at a point in time. You can slice by eligibility, status, age range, and more to answer questions like:
- What's our total A/R across all active accounts?
- How many accounts are in bad debt?
- Which accounts are payment plan eligible?
- What does our balance distribution look like by account age?
The output is an Excel file, so you can pivot, sort, and analyze offline — perfect for monthly reporting, board presentations, or identifying cohorts that need outreach.
Getting there
- Click Actions, then Reports.
Find "Account Balances Report" in the available reports list.
3. Click Generate to load the filters.
Setting up your filters
All filters use your institution's current timezone. Fill in what you need — some are required, some are optional.
Required filters
| Filter | What to do |
|---|---|
| Institution | Select the institution you want to report on. If you only have access to one, it's pre-filled. |
| Max Accounts | Choose the maximum number of results to return: 1,000 | 10,000 | 100,000 | 250,000. Start smaller if you're testing; scale up once you know what you're looking for. |
Optional filters — account status
| Filter | What it means |
|---|---|
| Include Suppressed | Yes/No. Suppressed accounts are hidden from most views but can still carry balances. Include them if you want the complete picture of all accounts, not just active ones. |
| Visit Type | Filter by the type of patient visit (e.g., Emergency, Inpatient, Outpatient). Leave blank to include all types. |
| Account Balance Type | Narrow by balance category — e.g., positive balance (money owed to you), zero balance, negative balance (credit). |
| Age Range | Filter by how long accounts have been in the system — e.g., 0–30 days old, 30–90 days, 90+ days. Useful for spotting recent vs. stale debt. |
| Statement Path | Institution-specific. Select a statement path if you want to slice by how bills are grouped or routed. Leave blank to include all. |
Optional filters — eligibility & status
| Filter | What it means |
|---|---|
| Bad Debt | Yes/No/All. Bad debt accounts are typically accounts that are written off or deemed uncollectible. Filter to Yes if you're tracking that specifically; All includes everything. |
| Statement Eligible | Yes/No/All. Accounts eligible to receive statements. This often correlates with whether an account is "active" in your institution's system. |
| Patient Payment Plan Eligible | Yes/No/All. Accounts that can be enrolled in a patient-initiated payment plan. Useful if you want to identify outreach targets for plan enrollment. |
| Staff Payment Plan Eligible | Yes/No/All. Accounts that staff can create a payment plan on manually. |
| Pay In Full Eligible | Yes/No/All. Accounts eligible for a "pay in full" option (no payment plan). |
| Payment Eligible | Yes/No/All. Accounts that can accept a payment right now. Filter to Yes to exclude accounts on hold, in disputes, or otherwise blocked. |
Running the report
- Fill in at least the required fields. Add optional filters if you need to narrow the results.
- Click Generate.
- Wait for processing. Larger reports may process in the background — you'll see a status message or can check your email for a download link.
- Download your file. The Excel file is named
AccountBalances-{date}.xlsx— open it and you're ready to analyze.
What's in your results
Each row is one account. Columns typically include:
- Account number and patient name
- Current balance (broken down by type if applicable)
- Eligibility flags (payment plan, statement, payment eligible, etc.)
- Visit type and account age
- Bad debt status
- Any suppression or hold flags
Because this is a raw export, you have full flexibility to pivot on any column, sum by eligibility, filter to specific ranges, or compare cohorts.
Tips & tricks
- Start with a smaller Max Accounts if you're new to this report. Running a 250,000-row export takes longer and can be hard to navigate. Test with 1,000 or 10,000 first to see what columns you actually need.
- Use Age Range to split A/R trends. Compare recent accounts (0–30 days, usually higher-priority) against older ones (90+ days, often harder to collect) to guide collection strategy.
- Combine eligibility filters to find your targets. E.g., filter to "Payment Eligible: Yes" + "Patient Payment Plan Eligible: Yes" to identify accounts that are both active and good candidates for enrollment.
- Run this monthly or quarterly for trend analysis. Save each export with a date in the filename so you can track whether your total A/R is growing, shrinking, or aging.
- Statement Eligible often maps to "active" accounts. If you're unsure which accounts are truly in your active portfolio vs. historical, Statement Eligible is a good proxy.
For help finding specific accounts or taking action on them, see Finding a Patient's Account or Taking a Payment from an Account. For other reports, check the Reports section in the Help Center.